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Job Title Compliance Coordinator

Based Leeds – The Gateway

Reports to Regional Compliance Lead

PURPOSE OF THE JOB

To monitor & control Statutory Compliance and Non-Statutory Compliance service delivery, planned maintenance administrative tasks supporting operational team. Control security vetting details and support Compliance Manager & 3rd party suppliers in all contractual security & access requirements. Additional to this the support with Procurement of Sub-Contractors during annual anniversary. Manage customer requests and assign tasks to meet customer’s SLA requirements, to upload compliance data to E-Logbook systems consistently and report on status monthly to customer, also to evaluate services and service report sheets by supply partners from pre-planned maintenance services and notify CM/Supervisor if remedials are required. To manage compliance to maintain a 100% compliance status and ensure that CBRE are getting true VFM from supply partners.

MAIN DUTIES AND RESPONSIBILITIES

CAFM Systems & Call Handling:

• To assign jobs via in CAFM system to engineering resources and manage resources to close jobs within the SLA
• Ensure that all jobs are ‘assigned’
• Any jobs assigned have time inputs against them
• Any fails have legitimate reasons given for failed SLAs
• Raise reactive jobs on vis CAFM System as appropriate
• Professional call handling manner and written communication to be displayed at all times (friendly & approachable)
• When handling customer calls, understand and correctly interpret customers’ requirements

eLogbook’s

• Ensure that the compliance tracker is constantly updated on Smartsheet’s to reflect the current compliance status of the contract
• Chase up engineers and suppliers for service data and upload to eLogbook systems daily
• Ensure that the specific requirements are met for file naming formats for uploaded files
• Ensure that reasons for missed services are noted on the compliance tracker and where the reason falls under CBRE remit, to escalate to Supervisor or Service Manager
• Compliance tracker to be sent to customers monthly displaying most recent uploaded compliance records

Other Duties

• Provide holiday cover for Contract Support activities such as invoice pool, raising POs, updating trackers/spreadsheets
• Load all remedial/EW quotes onto WQ and chase client for responses if appropriate.
• Monitor and control monthly Statutory Maintenance Schedule in line with eLogbooks, Tableau as well as Service Insight PPM schedule.

o Monitor site attendance of Sub-Contractors

o Report on Failed/Rescheduled site attendance.

o Report on percentage closures/Failures to mitigate risk.

• Responsible for chasing all Statutory Compliance certification to demonstrate completion

o Upload all certification to eLogbooks including self-delivered tasks.

o Chase certification to delivery targets.

o Liaise with Subcontractors to manage certification.

• Assign and monitor completion of all PPM tasks on Service Insight system.
• Update Service Insight PPM Assets/Frequencies/Plan, as and when required.
• Support Regional Compliance Manager to ensure accurate delivery of annual maintenance across the estate utilising the Appendix A document.
• Achieve results within quality and time restraints.
• Perform with an understanding of business requirements and changes and ensuring continuous improvement.
• Actively participate in a diverse and effective team.
• Convey messages and ideas clearly and openly.

Skills

• To be able to use the computer-based systems provided
• Good communicator and problem solver
• Good compliance knowledge either ex engineer or 2 years within a similar role.
• A good basic education is essential, with at least GCSE passes in Maths and English or equivalent.

Knowledge

• Provide information and advice to department managers relating to administration and helpdesk services.
• Use a range of general office systems and software packages in an effective manner.
• Responsible for the operational management and administration of polices.
• Knowledge of compliance process e.g., frequency of risk assessments (desirable)

Experience

• Dealing with customers and customer problems and being able to provide a solution.
• Previous compliance role with 2 years or more experience or an engineer looking for an office role
• Worked within an FM environment (desirable)